Supply of Computer Rate Furniture and Contract related...

Tender Ref.: ELCOT/32076/Computer Furniture/2009-10

Electronics Corporation of Tamil Nadu Limited

Rate Contract Tender

Supply of Computer

Furniture and related items

Tender Ref. ELCOT/32076/Computer

Furniture/2009-10

Tender Document

ELCOT, Chennai-35 Page 1 of 58 Ver 1.0


Table of Contents

Know Your Rights.........................................................................................................................5

Letter of Undertaking....................................................................................................................6

1. Preamble....................................................................................................................................7

2. e-Tender Schedule...................................................................................................................8

3. General Instructions.................................................................................................................9

3.1 General..................................................................................................................................93.2 Clarifications in the Tender...................................................................................................93.3 Amendments to the Tender...................................................................................................93.4 Language of the Bid............................................................................................................103.5 Bid currency - INR shall be the bid currency. .....................................................................10

4. Eligibility Criteria....................................................................................................................11

4.1 Eligibility .............................................................................................................................11

5. Specifications..........................................................................................................................13

6. Bid Preparation and Submission..........................................................................................22

6.1 Tender Procedure................................................................................................................226.2 Cost of Bidding....................................................................................................................226.3 Tender Document Fee........................................................................................................226.4 Portal Charges.....................................................................................................................236.5 Earnest Money Deposit (EMD)............................................................................................236.6 Letter of Authorisation.........................................................................................................246.7 Clarifications and Amendments..........................................................................................246.8 Two Part Bidding.................................................................................................................24

6.8.1 Technical Bid Form....................................................................................................256.8.3 Price Bid Form...........................................................................................................25

6.9 Bid closing date and time....................................................................................................25

7. Tender opening and Evaluation............................................................................................26

7.1 Tender Opening..................................................................................................................267.2 Tender Validity....................................................................................................................267.3 Initial Scrutiny......................................................................................................................267.4 Tender Evaluation...............................................................................................................27

7.4.1 Technical Bid Evaluation............................................................................................277.4.2 Price Bid Evaluation...................................................................................................27

7.5 Negotiations........................................................................................................................29

8. Execution of Work...................................................................................................................29

8.1 Acceptance of Tender and Withdrawals..............................................................................298.2 Letter of Acceptance...........................................................................................................298.3 Security Deposit..................................................................................................................298.4 Agreement...........................................................................................................................298.5 Release of Work Order.......................................................................................................308.6 Forfeiture of EMD and SD...................................................................................................308.7 Execution of Work Order.....................................................................................................308.8 Assigning of Tender whole or in part...................................................................................308.9 Liquidated Damages (LD)....................................................................................................318.10 Penalty for Non-Fulfilment of Tender................................................................................318.11 Other Conditions...............................................................................................................318.12 Legal Clause......................................................................................................................31



9. Scope of Work.........................................................................................................................32

9.1 Sample Submission.............................................................................................................329.2 Special Concession for ELCOT approved products............................................................329.3 Compliance with Technical Specification............................................................................339.4 Benchmark / Sample Test Results.....................................................................................339.5 Analysis of Benchmark / Sample Results...........................................................................33

9.5.1 General......................................................................................................................339.6 Pre-despatch Inspection......................................................................................................34

9.6.1 Specification Test......................................................................................................349.6.2 Predespatch Acceptance...........................................................................................34

9.8 Supply, installation and Commissioning..............................................................................359.9 Minimum Stock Maintenance..............................................................................................369.10 Warranty Clause................................................................................................................369.11 Call Centre Facility............................................................................................................37

10. Payment Clause.....................................................................................................................38

Appendix-1 Model Form of Contract.........................................................................................39

Appendix-2 Bank Guarantee Format.........................................................................................44

Appendix-3 Sample Submission Form.....................................................................................46

Appendix-4 Manufacturer's Letter of Guarantee......................................................................47

Annexure -1 Technical Bid.........................................................................................................48

A1.1 Check-list for Enclosures..................................................................................................48A1.2 Profile of the Bidder..........................................................................................................49A1.3 Details in support of Eligibility Criteria..............................................................................50A1.4 Details in support of Evaluation Criteria...........................................................................50A1.5 Hardware Compliance.......................................................................................................51A 1.6 COMPLIANCE STATEMENT..........................................................................................52A1.7 Declaration.......................................................................................................................57PRICE BID – COMPUTER FURNITURE ................................................................................58



Acronyms and Definitions

AMC Annual Maintenance Contract

CST Central Sales Tax

DSC Digital Signature Certificate

EMD Earnest Money Deposit

ERTL Electronic Regional Test Laboratories

ETDC Electronics Test & Development Centre

HR Human Resources

HRMS Human Resources Management System

ICT Information and Communication Technology

IPR Intellectual Property Rights

ISO International Organisation for Standardisation

IT Information Technology

LD Liquidated Damage

LOA Letter of Acceptance

MIS Management Information System

NABL National Accreditation Board for Testing and Calibration

Laboratories

OEM Original Equipment Manufacturer

PC-OEM Personal Computer – Original Equipment Manufacturer

PVC Poly Vinyl Chloride

RFP Request for Proposal

ROHS Restriction Of Use of Hazardous Substances

SAMEER Society for Applied Microwave Electronics Engineering & Research.

SD Security Deposit

SDK Standard Development Kit

SNR Site Not Ready

SPOC Single Point of Contact

SRS Software Requirements Specification

ST Service Tax

VAT Value Added Tax



Know Your Rights

1. ALL TENDERS WILL BE OPENED ONLY IN THE PRESENCE OF THE

BIDDERS.

2. THE BIDDERS HAVE A RIGHT TO INSIST ON PROCESSING OF TECHNICAL

BIDS IN THE BIDDERS PRESENCE ONLY.

3. PRICE BID OPENING AND PRICE COMPARISON WILL BE DONE ONLY IN

THE PRESENCE OF THE BIDDERS.

4. VENDORS / BIDDERS ARE ELIGIBLE FOR A VENDOR SIGNED COPY OF

THE PRICE BID COMPARISON STATEMENT ON THE SPOT.

5. PLEASE INSIST ON YOUR RIGHTS AND AVAIL THE SAME.

MANAGING DIRECTORELCOT



Letter of Undertaking

ToThe Managing DirectorElectronics Corporation of Tamil Nadu Limited692 Anna Salai, NandanamChennai-600035

Sir,Sub: Undertaking for participating in ELCOT's Procurement Tender - Reg.Ref: Tender No. ELCOT/32076/Computer Furniture/2009-10

I/We ----------------------- have gone through the Terms and Conditions, Scope of Work

and Specification and will abide by them as laid down (Tender Documents, Technical bid and

Price Bid)

I/We ------------------------ hereby confirm that our Company was not blacklisted by any

State Government/ Central Government/ Public Sector Undertakings during the last three years.

I/We ----------------------------------------------------------- hereby declare that all the particulars

furnished by us in this Tender are true to the best of my/our knowledge and we understand and

accept that if at any stage, the information furnished is found to be incorrect or false, we are

liable for disqualification from this tender and also are liable for any penal action that may arise

due to the above.

I/We --------------------------------------- certify that no refurbished components are used in

the manufacturing and supply of Computer Furniture Computers / tendered items. The licences

for the operating systems and other software to be installed in the computer systems to be

delivered under this contract is certified as genuine and valid.

I/We ________________ certify that we are liable and responsible for any disputes

arising out of Intellectual Property Rights.

In case of violation of any of the conditions above, I/We ..........................

understand that I/ We are liable to be blacklisted by ELCOT for a period of three years.

Yours faithfullyfor _________________

Name, SignatureDesignationSeal

Note:1) Declaration in the company’s letter head should be submitted as per format given below:2) If the bidding firm has been blacklisted by any State Government/ Central Government/

Public Sector Undertakings earlier, then the details should be provided.



1. Preamble

Electronics Corporation of Tamil Nadu Limited (ELCOT), a wholly owned Government of Tamil Nadu Undertaking is the Optional Procurement Agency of the Government of Tamil Nadu for procurement of IT related products like Computers, Printers, other peripherals and software as per G.O.Ms.No.58 of Finance (BPE) Department dated 16.2.1999 with latest amendments. ELCOT is procuring various IT related products for all the State Government Departments / Boards / Autonomous Bodies, etc. As part of the procurement activities, ELCOT invites RATE CONTRACT Tender inviting bids for the procurement of Computer Furniture and RELATED ITEMS, for various Government organisations.Short Titles used in the Tender Document:

1) Bidder: Bidder means the party who makes a formal offer in pursuance of the

tender floated.

2) Successful Bidder: Successful Bidder means the Bidder who becomes

successful through the tender process.

3) Day: A day means a calendar day.

4) Service Centre: Service Centre means the centre or place, wherein the Bidder,

interalia undertakes and performs the service activities relating to the Computer

Furnitures and related tiems indicated in the tender and shall include a Direct

service centre or Authorised dealer or Franchisee service centre of the bidder:

5) Details about the Regions and Districts:

Region Districts to Covered under each Region

North Chennai, Kancheepuram, Tiruvallur, Tiruvannamalai, Villupuram & Vellore.

East Cuddalore, Thanjavur, Tiruchirapalli, Thiruvarur, Nagapattinam, Pudukkottai & Perambalur.

South Ramanathapuram, Madurai, Theni, Dindigul, Tirunelveli, Virudhunagar, Toothukudi, Sivagangai & Kanyakumari.

West Salem, Erode, Karur, Coimbatore, Dharmapuri, Namakkal Krishnagiri & The Nilgiris,.

6) Life Cycle Cost: Life Cycle Cost means the total cost to be incurred by the

customer towards the purchase of Computer Furniture & related items and also

charges to be incurred by the customer towards maintenance of Computer

Furniture & related items for the whole period including Standard warranty

period.

7) Purchaser: Purchaser means the end-user for whom the procurement is

indented through the tender.



2. e-Tender Schedule

ELECTRONICS CORPORATION OF TAMILNADU LIMITED (ELCOT)

1. Tender inviting Authority, Designation and Address

The Managing Director ELCOT,II Floor MHU Complex692 Anna Salai, Nandanam,Chennai-600035.

2. A) Name of the Work Supply, installation and commissioning of Computer Furniture Computers and related items

B) Tender reference ELCOT/32076/Computer Furniture/2009-10

C) Installation At the customer premises Throughout the State of Tamil Nadu

3. Tender documents available place

Tender documents can be freely downloaded from www.etenders.elcot.in and our website www.tenders.tn.gov.in till closing date and time of the Tender. The tender document fee is waived for downloading the Tender.

4. Earnest Money Deposit Rs.2 Lakhs should be paid by way of Demand Draft only.

5. Pre-Bid meeting and e-Tender training

28.10.2009 @ 11.00 A.M

6. Tender submission Two Part Tender comprising of Technical Bid and Price Bid should be submitted electronically through e-Tender Portal http://etenders.elcot.in

7. Bid signing Bidders should possess valid Class-2 Digital Signature Certificates for signing the Bids

8. Help manuals for e-Tender Bidders may download the help documents and user manuals from http://etenders.elcot.in

9. e-Tender Portal Charges For every Tender submitted through e-Tender, a portal charge of Rs.5000/- (Rupees Five Thousands only) should be payable by way of Demand Draft only

10. Closing Date and Time of e-Tender

On 12/11/2009 at 5.00 PM

11. Date, Time and Place of opening of e-Tender and Technical Bids

On 12/11/2009 at 5.15 PM at the address mentioned in (1)

12. Date, Time and Place of opening of Price Bids

Will be intimated only to the Technically Qualified Bidders


http://www.tender.gov.in/

http://www.elcot.com/


3. General Instructions

3.1 General

The Bidders are requested to examine the instructions, terms and conditions

and specifications given in the Tender. Failure to furnish all required information

in every respect will be at the Bidder's risk and may result in the rejection of bid.

Relaxation in submission of the documentary proof had been given ONLY to the

existing suppliers and such relaxation from submission of documents is

applicable wherever they are eligible to avail.

3.2 Clarifications in the Tendera) A prospective Bidder requiring any clarification in the Tender may notify

ELCOT by letter or by Fax or by E-mail to [email protected] with a copy to

[email protected] . ELCOT will respond in writing to any such request for

clarification in the Tender. e-mail communication from the bidders and e-

mail reply from ELCOT would be treated as valid communication. We

encourage paper free e-mail communication.

b) The responses to the clarifications will be notified in ELCOT's website

www.elcot.in in addition to sending the same through e-mail to all

bidders, including the one who raised the query. It would be

advantageous to commence e-mail contact with [email protected] to

register your e-mail id so that all the correspondences would be

automatically marked to you for information.

3.3 Amendments to the Tendera) Before the closing of the Tender, ELCOT may amend the Tender

document as per requirements or wherever ELCOT feels that such

amendments are absolutely necessary.

b) Amendments also may be given in response to the queries by the

prospective Bidders.

c) Such amendments will be notified in the ELCOT’s website. ELCOT may

also notify the bidders who have made request for amendment through

E-mail.

d) ELCOT at its discretion may or may not extend the due date and time for


mailto:[email protected]

http://www.elcot.in/




the submission of bids on account of amendments.

3.4 Language of the Bid

a) The bid prepared by the Bidder as well as all correspondence and

documents relating to the bid shall be written in English language only.

3.5 Bid currency - INR shall be the bid currency.

For goods and services that the Bidder will supply from within India or

from outside India, the prices shall be quoted ONLY in Indian Rupees (INR).



4. Eligibility Criteria

The Bidders should have the following Eligibility for participating in the Tender.

The Bidders should enclose documentary evidence for fulfilling the Eligibility in the

Technical Bid.

4.1 Eligibility

# Eligibility Conditions Documentary Proof to be submitted

1. Computer Furniture manufacturer or their representatives / authorized dealers are eligible to apply. (The authorised dealers to produce authorization letter from the manufacturer for supply and after sales service support commitments in the prescribed format.)

Manufacturing Licensing with Manufacturing capacity for Computer Furniture.

Letter of Authorisation from the manufacturer to represent their product for this Tender.

2. Bidder should have 3 years of existence in the Computer Furniture manufacturing / Computer Furnitures sales as on 31/03/2009

Certificate of Incorporation should be submitted

3. Bidder should have an Annual Turnover of at least Rs. 2 Crores in the last successive three Audited Financial years.(2008-09, 2007-08, 2006-07)

Copies of the Audited Balance sheet for last 3 Financial years

4. Bidder should have executed a single order for supply of Computer furniture for a value of at least Rs.10 Lakhs at minimum 100 multiple locations for any Government organisations in the last 3 years

Full copies of Purchase Orders obtained or Agreements signed and completion/ performance certificate obtained from the customers .

5. Manufacturer / Bidder should have at least two Manufacturing facility in Tamil Nadu. The bidder should have one service centres in each of the four regions. The service centre may be run by Manufacturer or Franchise or authorised distributors/dealers

Manufacturing capacity of each location should be provided with address details.

In case of Manufacturer's service centre or franchise service centre, copies of the land-line telephone bills or rent agreement dated before 31/03/2009 should be submitted as a proof for availability of the service centres.

Manufacturer should submit undertaking to do servicing directly or through their authorised service partners under their supervision. (In the prescribed format).

6. Bidders should not have been blacklisted by any of the State or Central Government organisations

Undertaking letter stating that the Bidder was not blacklisted by any State Government/Central Government /Public sector/ Statutory Government bodies should be submitted.

7. Bidder / Manufacturer should have ISO Should produce copies of valid ISO 9000



# Eligibility Conditions Documentary Proof to be submitted

9000 certified manufacturing facility certificate for its manufacturing facility.

8. Bidders who have failed to perform in the earlier contract with ELCOT or with any other Government organisation or the bidders whose Earnest Money Deposit / Security Deposit has been forfeited for failure to perform the contract are not eligible to apply for the tender if the forteiture had happened within the past three years period. The date of computation is from the date of opening the tender.

Under taking letter from the bidder stating that the bidder did not fail to perform or did not forfeit EMD/SD with in the past 3 years.



5. Specifications

Code Item Description Make Approx Qty

601 TV Stand Any Reputed Brand 2000 Nos.

Table Size: 675 MM(W) X 450MM(D) X 600 MM (H)

Top size 675mm x 450mm made to 18mm Commercial plywood ISI brand with 0.8mm thickness Lamination with hot pressed finish and all the edges should be of teakwood beading with natural color sealer with varnish finish

Top bottom 570mm x 350mm made to 18mm Pre laminated particle board with all edges 0.5mm PVC edge banning and back stopper 625mm x 150mm 9mm pre laminated particle board with 05mm PVC edge banning

Lower bottom 570mm x 350mm made to 18mm Pre laminated particle board with all edges 0.5mm PVC edge banning finish.

Steel frame leg width wise 450mm 2nos - 50 x 25mm 1mm thickness CR pipe and bottom to top height wise 450mm 4nos 25x25mm tube 0.8mm thickness and supporting DVD and Bottom self length and width pipe 25x25mm 0.8mm thickens pipe with necessary welding and all ends made to PVC end cap and adjustment leveller bush for the floor adjustment. The steel frame made to necessary treatment with one coat red oxide paint and two coats for good quality black color paint finishing.

All the steel tubes should be CR grade Pipe of any reputed brand.




602 Computer Table -I Any Reputed Brand 2000 Nos

Top size 900mm x 460mm plywood made to 18mm Commercial plywood ISI brand with 0.8mm thickness Lamination with hot pressed Finish and all the edges made to teakwood beading with natural color sealer with varnish finish.

Fixed Keyboard Size 790mm x 400mm made to 18mm Commercial plywood ISI brand with 0.8mm thickness Lamination with hot pressed Finish and all the edges made to teakwood beading with natural color sealer with varnish finish.

Bottom top plate size 554mm x 300mm made to 18mm Pre laminated particle board with all edges 0.5mm PVC edge banning finish.

Bottom lower plate size 529mm x 300mm made to 18mm Pre laminated particle board with all edges 0.5mm PVC edge banning finish.

CPU box size 200mm (W) X 400MM (D) X 490MM (H) made to 18mm Pre laminated particle board with all edges 0.5mm PVC edge banning finish.

Centre leg supporting 150mm (W) x 600mm (H) made to 18mm Pre laminated particle board with fine end finish.

Steel frame leg width wise 600mm 2nos 50 x 25mm 1mm thickness CR pipe and bottom to top height wise 600mm 4nos 25x25mm tube 0.8mm thickness and Keyboard supporting 790mm length and 450mm 2nos 25x25mm 1mm thickness CR tube and top and bottom length wise 3nos 625mm support for the strength and top and bottom self plate support 175mm x 125mm x 200mm pipe 25x25mm 0.8mm thickens pipe with necessary welding and all ends made to PVC end cap and adjustment leveler bush for the floor adjustment. The steel frame made to necessary treatment with one coat red oxide paint and two coats for good quality black color paint finishing.

All the steel tubes CR grade Pipe and any one of the reputed brand company.




603 Computer Table - II Any Reputed Brand

1000 Nos






604 Computer Table - III Any Reputed Brand

1000 Nos




605 Laptop Computer Table – IV Any Reputed Brand

5000 Nos

SIZE: 600MM (L) X 450MM (D) X 750MM (H)

1. Top size 600mm x 450mm plywood made to 18mm Commercial plywood ISI brand with 0.8mm thickness Lamination with hot pressed Finish and all the edges made to teakwood beading with natural color sealer with var-nish finish.

2. Top bottom 540mm x 350mm made to 18mm pre laminated particle board with all edges 0.5mm PVC edge banning and back stopper 590mm x 150mm 9mm pre laminated particle board with 05mm PVC edge banning.

3. Steel frame leg width wise 450mm 2nos 50 x 25mm 1mm thickness CR pipe and bottom to top height wise 600mm 4nos 25x25mm tube 0.8mm thickness and Top and Bottom self length and width pipe 25x25mm 0.8mm thickens pipe with necessary welding and all ends made to PVC end cap and adjustment leveler bush for the floor adjustment. The steel frame made to necessary treatment with one coat red oxide paint and two coats for good quality black color paint finishing.

4. All the steel tubes CR grade Pipe and any one of the reputed brand com-pany.




606 Computer Chair- I Any Reputed Brand 2000 Nos.

TECHINCIAL SPECIFICATION

LOW BACK CHAIRS SIZE 650L X 650W X 950H MM

MADE OF 19MM STEEL TUBE FRAME WITH 18KG THICKNESS

AND FURNISHED WITH SEAT 40 DENSITY POLYURTHER FOAM

WITH 25MM COIR FOAM FOR COOLING PURPOSE.

BACK 30 DENSITY FOAM WITH

12MM COIR FOAM FOR COOLING PURPOSE. AND FURNISHIED WITH

HIGH QUALITY POLYPROPLINE FABRIC OF APPROVED COLOUR WITH SUPPORT

FOR SEAT AND BACK POLYURETHANE ARMREST AND SINGLE LOCK

MACHANISUM WITH AUTOMATIC HEIGHT ADJESTMENT SYSTEM AND FIVE LEGS

STEEL FORGED BASE WITH NEYLON TWIN WHEEL WITH SEVEN TANK

PROCESS POWER CATING .60 TO .80 MICORANE THICKNESS




607 Computer Chair – II (High Back)

Any Reputed Brand

100 Nos

SN Description Specification

1 Description 7-Model PU Arms,Synchro Mechanism, Gas Lift, Metal Base, W.Twin Nylon Castor.

2. Seat & Back (i) PLYWOOD: Seat&Back 12 mm Hotpressed Mould Ply.(ii).FOAM: Seat&Back PU Puff 45 D’, Thickness Rest-2”,Seat-2 ½”(iii).FABRIC: Propylene Fabrics Desired Color

3. Mechanism (i)ACTION: Synchro Tilting[2:1],[Two Time Push Back: One Time Tilting]. (ii).HEIGHT ADJUSTABLE: Gas Filled Pneumatic Height Adjustable Type.

4. Base Five Prounged. Sheet Metal Forming Base.

5. Wheel Twin Nylon Castor W.Rubber Covered.[Note: Rubber For Smooth Moving&Floor Mark Free]

6. Arms Seven Model Moulded PU Arms W.Metal Insert. Self Skin Surface.

7. Power Coating i). TREATMENT: Tank Process.(ii).COATING: Powder 60 To 80 Mic Thickness of Coating.




608 Plastic Moulded Chair – III Any Reputed Brand

5000 Nos

PVC Chair with reputed brand made to nylon material with glossy finish size length wise 570mm width wise 435mm seat height 415mm and total height 810mm with four leg strength along with extra necessary support total chair weight 2150 grams with approved color.



6. Bid Preparation and Submission

6.1 Tender Procedure

a) ELCOT facilitated e-Tender portal http://etenders.elcot.in. The

prospective Bidders should register their companies in the e-Tender

Portal and submit the Bids electronically through the e-Tender portal.

The paper based physical Tender submission is not permitted.

b) The e-Tender training session will be held on the date and time as

mentioned in the Tender Schedule. The Bidders are requested to

download the e-Tender help manual and user manuals from the Portal

for reference.

c) It is mandatory for the Bidders to possess a valid Class-2 Digital

Signature Certificate in the name of the tender submitting authority to

complete the e-Tender Bid process as per the provisions of Government

of India IT Act 2000 with latest amendments.

d) The Technical Bid form and Price Bid form will be available in

spreadsheet format for downloading. The registered Bidders can log into

the e-Tender system and download the Bid Forms.

e) The Bid forms should be filled and submitted using the Digital Signature

Certificates. The supporting documents should be scanned and

uploaded in the e-Tender system.

6.2 Cost of Bidding

The Bidders should bear all costs associated with the preparation and

submission of Bids. ELCOT will in no way be responsible or liable for these

charges/costs incurred regardless of the conduct or outcome of the bidding

process.

6.3 Tender Document Fee

The Tender Documents may be freely downloaded from the portals as

mentioned in the Tender Schedule. The Tender document fee is waived.


http://etenders.elcot.in/


6.4 Portal Chargesa) For each and every Bid submitted, a non-refundable Portal charge as

mentioned in the Tender Schedule should be paid by way of demand

draft drawn in favour of “Electronics Corporation of Tamil Nadu Limited”

payable at Chennai. The payment should be deposited physically at

ELCOT before the date and time of opening of the Tender.

b) The payment particulars should be entered in the e-Tender Portal. At the

time of the Technical Bid opening, the payment committed in the Bid

should be factual and should match the physically submitted payments.

c) Wherever, the payment particulars entered in the e-Tender portal, but

Bidder failed to submit the physical instrument is liable for rejection of

Bids. Any of the information committed in the e-Tender Bid does not

match with physically submitted payment, ELCOT reserves the right to

reject the bid summarily.

6.5 Earnest Money Deposit (EMD)a) An EMD amount as specified in the Tender Schedule should be paid by

way of Demand Draft drawn in favour of “Electronics Corporation of

Tamil Nadu Limited” payable at Chennai. The Demand Draft should be

deposited physically at ELCOT before the date and time of opening of

the Tender.

b) The payment particulars should be entered in the e-Tender Portal. At the

time of the Technical Bid opening, the payment committed in the Bid

should be factual and should match the physically submitted payments.

c) Wherever, the payment particulars entered in the e-Tender portal, but

Bidder failed to submit the physical instrument is liable for rejection of

Bids. Any of the information committed in the e-Tender Bid does not

match with physically submitted payment, ELCOT reserves the right to

reject the bid summarily.

d) The EMD of the unsuccessful Bidders will be returned after

acceptance of the successful Tender, at the expense of the Bidders within a

reasonable time consistent with the rules and regulations in this

behalf. The above EMD held by ELCOT till it is returned to the

unsuccessful Bidders will not earn any interest thereof.



e) The EMD of the successful Bidder will be adjusted towards Security

Deposit (SD) and will be returned only after the successful fulfilment of

the Contract.

6.6 Letter of Authorisation

A letter of Authorisation from the Board of Directors / appropriate authority

authorising the Tender submitting authority or a Power of Attorney should be

scanned and submitted in the e-Tender, otherwise the Bids will be summarily

rejected.

6.7 Clarifications and Amendmentsa) A prospective Bidder requiring any clarification in the Tender may notify

ELCOT by letter or by Fax or by Email. ELCOT will respond to any

request for clarifications in the Tender.

b) A pre-bid meeting will be held for addressing the clarifications on the

date and time mentioned in the Tender Schedule. The Bidders are

requested to participate in the Pre-bid meeting and get the clarifications.

c) Before closing of the Tender, ELCOT at its discretion may amend the

Tender and may or may not extend the due date and time for submission

of Tenders on account of any amendments.

d) Amendments if any, will be notified in the websites mentioned in the

Tender Schedule. The Bidders should periodically check for the

amendments or corrigendum in the websites till the closing date of this

Tender. ELCOT will not communicate the amendments or corrigendum

and will in no way be responsible for any ignorance.

6.8 Two Part Bidding

Bidders should examine all Instructions, Terms and Conditions and Technical

specifications given in the Tender document. Failure to furnish information

required by the Bid or submission of a Bids not substantially responsive in every

respect will be at the Bidders risk and may result in rejection of Bids. Bidders

should strictly submit the Bid as specified in the Tender, failing which the bids

will be non-responsive and will be rejected.



6.8.1 Technical Bid Form

a) The Technical Bid Form will be in spreadsheet format. The original

Technical Bid Form should be downloaded, filled and signed using the

DSC.

b) The Technical Bid Form should not be changed or altered or tampered. If

the Bid form is tampered, the Bids will be summarily rejected.

c) The Technical Bid Form should not contain any Price indications strictly,

otherwise the Bids will be summarily rejected.

d) The bidders should submit the details of make and model of the items

offered against the tender requirement. The compliance sheet is given in

the Annexure -1 (A 1.5)

6.8.3 Price Bid Form

a) The Price Bid Form will be in spreadsheet format. The original Price Bid

Form should be downloaded, filled and signed using the DSC.

b) The Price Bid Form should not be changed or altered or tampered. If the

Bid form is tampered, the Bids will be summarily rejected.

c) The Price Bid Form should not contain any conditional offers or variation

clauses, otherwise the Bids will be summarily rejected.

d) The bidder can quote for all the Computer Furniture items or few of them,

however the bidder should quote for all the add-on items as mentioned in

the tender document. Failure to submit the offer / price for all the add on

items will be liable for rejection the bid itself.

6.9 Bid closing date and time

The Bids should be submitted not later than the date and time specified in the

Tender Schedule or Corrigendum if published. The e-Tender portal will

automatically lock the date and time exactly on the date and time. Even if the

Bid submission is in half way through during the closing date and time,

submission would not be possible. Hence the Bidders should be cautious to

submit the Bids well in advance to avoid disappointments.



7. Tender opening and Evaluation

7.1 Tender Opening

The Technical Bid will be opened on the date and time as specified in the

Tender schedule in the presence of those Bidders, who choose to be present

against production of an authorisation letter from the Bidding authority.

7.2 Tender Validity

The offer submitted by the Bidders should be valid for a minimum period of 90

days from the date of opening of the Tender. The Rate Contract will be valid for

1 year from the date of signing of the agreement/date of release of the first

Purchase order. .

7.3 Initial Scrutiny

Initial Bid scrutiny will be conducted and incomplete details as given below will

be treated as non-responsive.

If Tenders are;

not submitted in two parts as specified in the Tender

received without the Letter of Authorisation

received without Portal charges and EMD amount

received without Consortium Agreement if the tender is applied through

Consortium

are found with suppression of details

with incomplete information, subjective, conditional offers and partial offers

submitted without support documents as per the Eligibility Criteria and

Evaluation Criteria

are non-compliance of any of the clauses stipulated in the Tender

are lesser validity period

All responsive Bids will be considered for further evaluation. The decision of ELCOT will be final in this regard.



7.4 Tender Evaluation

7.4.1 Technical Bid Evaluation

a) A Technical Committee will examine the Technical Bids against the

Eligibility Criteria and Evaluation Criteria given in the Tender document.

The evaluation will be conducted based on the support documents

submitted by the Bidders.

b) The bidders have to submit their samples at least 3 days before the

actual tender opening. Bids without submission of samples are liable to

be rejected.

d) For those Bidders who have already worked or working with ELCOT,

their previous performance in ELCOT would be the mandatory criteria for

selection. If any unsatisfactory performances of those Bidders are found,

their Bids will be straight away rejected.

The Unsatisfactory performance is defined as

Non responsiveness after getting the Purchase order Delay in supply, installation of the ordered items etc. Lack of communication about the delay in deliveries, Installation

etc. Poor warranty support etc.,

7.4.2 Price Bid Evaluation

a) The Price Bids of the Technically Qualified Bidders alone will be opened

and evaluated. The Price Bid should include all expenses towards this

Tender.

b) All the taxes indicated in the Price Bid will be taken for the Price Bid

evaluation as per the Tamil Nadu Transparency in Tender Rules 2000

with latest amendments.

c) As this is a rate contract, the following method of price evaluation will be

adopted.

1. The Price Bid Evaluation shall include all Customs Duty, Central Excise

Duty and Value Added Tax (VAT) and Warranty Cost as part of the price

as detailed below:

2. In evaluation of the price of an imported item, the price shall be

determined inclusive of the customs duty with Counter Veiling Duty

(CVD).



3. In evaluation of the price of item is subject to excise duty, the price shall

be determined inclusive of such excise duty.

4. In respect of VAT, where all the bidders are from within the State of

Tamil Nadu or where all the bidders are from outside the State of Tamil

Nadu, the VAT will be included in the price bid evaluation.

(OR)

Where the bidders are from the State of Tamil Nadu as well as from

outside the State of Tamil Nadu, the Value Added Tax (VAT) shall be

excluded, but Central Sales Tax (CST) shall be included for evaluation.

d) The Total cost excluding VAT and including Excise Duty and CST (as per

the guidelines stated above) of individual items will be taken for Price Bid

evaluation. The lowest offered Bidder for each item will be called as L1

Bidder for that item.

The bidder should quote for all the Computer Furniture items. Failure to

submit the price for all the items or partial offer will be liable for rejection

of the bid itself. The prices will be evaluated item wise. The decision of

ELCOT will be the final.

e) The L1 Bidder as well as all the Technically Qualified Bidders will be

negotiated to match L1 Price. If more than one Bidder matches the L1

Price, then order will be placed more than one Bidder, who matches the

L1 Price. However, preference will be given to the L1 Bidder. The L1

Bidder will be given an order value more than the other Bidders, who

matches the L1 Price. The decision of ELCOT will be the final.

f) All the Bidders, who selected after the Price Bid evaluation will be called

as Successful Bidders.

g) If the Tender ends with only one Successful Bidder, the value of the

order will be restricted to the monthly licensed manufacturing capacity of

the Bidder and remaining quantity will be re-tendered.



7.5 Negotiations

Negotiations will be conducted with all the successful Bidders for improvement

in the Scope of Work, Specification, further reduction in price and advancement

of delivery schedule.

8. Execution of Work

8.1 Acceptance of Tender and Withdrawals

The final acceptance of the tender is entirely vested with the Tender Inviting

Authority, who reserves the right to accept or reject, any or all of the tenders in

full or in parts without assigning any reason whatsoever. The Tender Inviting

Authority may also reject all the tenders for reasons such as change in Scope,

Specification, lack of anticipated financial resources, court orders, calamities or

any other unforeseen circumstances. After acceptance of the Tender by

ELCOT, the successful Bidder shall have no right to withdraw their tender or

claim higher price.

8.2 Letter of Acceptance

After successful completion of the negotiations, a Letter of Acceptance (LoA) of

the tender will be issued to the successful Bidder by ELCOT.

8.3 Security Deposit

The successful Bidder will be required to remit a Security Deposit (SD)

equivalent to two percent of the value of the order, inclusive of EMD by way of

demand draft payable at Chennai or in the form of unconditional irrevocable

Bank Guarantee valid for a period equivalent to the delivery period from the date

of acceptance of the tender on receipt of confirmation from ELCOT. The SD

furnished by the Successful Bidder in respect of the tender will be returned to

them after successful fulfilment of work.

8.4 Agreementa) The successful Bidder should execute an agreement for the fulfilment of

the contract in the stamp paper as per the model form given in the tender

document with such changes/modifications as may be indicated by

ELCOT at the time of execution on receipt of confirmation from ELCOT.



b) If the Bidder fail to execute the agreement, the SD of the Successful

Bidder will be forfeited and their tender will be held as non-responsive.

c) The expenses incidental to the execution of the agreement should be

borne by the successful Bidder.

d) The conditions stipulated in the agreement should be strictly adhered to

and violation of any of the conditions will entail termination of the

contract without prejudice to the rights of ELCOT and ELCOT also have

the right to recover any consequential losses from the Successful Bidder.

8.5 Release of Work Order

After receipt of the SD and execution of the Agreement specified in the Tender,

ELCOT will release the confirmatory work order to the successful Bidder.

8.6 Forfeiture of EMD and SDa) If the successful Bidder fails to act according to the tender conditions or

backs out, after the tender has been accepted, the EMD will be forfeited

to ELCOT.

b) If the Successful Bidder fails to remit the SD, the EMD remitted by him

will be forfeited to ELCOT and the tender will be held void.

c) If the Successful Bidder failed to act up on to the tender conditions or

backs out from the contract, the SD mentioned above will also be

forfeited to ELCOT.

8.7 Execution of Work Order

The successful Bidder should nominate and intimate ELCOT, an Account

Manager for Single Point of Contact (SPOC), who should be responsible for

effective delivery of work complying with all the terms and conditions. The

successful Bidder should ensure that the Account Manager fully familiarises with

the Tender Conditions, Scope of Work and deliverables.

8.8 Assigning of Tender whole or in part

The successful Bidder shall not assign or make over the contract, the benefit or

burden thereof to any other person or persons or body corporate. The Bidder

should not under-let or sublet to any person(s) or body corporate for the

execution of the contract or any part thereof without the written consent of

ELCOT.



8.9 Liquidated Damages (LD)

A penalty will be levied at the rate specified in the Agreement Format for non-

fulfilment of delivery schedule subject to the force Majeure conditions. Even If

the work is not completed in full beyond this period, such performance may

entail termination of contract and black listing of the Bidder from participating in

any of the ELCOT's Tenders. This alone will not relieve the Bidder and the

difference in cost of the items purchased through other Technically qualified

Bidders or any other alternative sources will be recovered from the successful

Bidder.

8.10 Penalty for Non-Fulfilment of Tender

A penalty will be levied at the rate specified in the Agreement Format in the

event of non-fulfilment or non-observance of any of the conditions stipulated in

the Agreement, Terms and Conditions and Work Order.

8.11 Other Conditionsa) The final decision would be based on the technical capacity and pricing

of the Bidder. ELCOT does not bind itself in selecting the bidder offering

lowest prices.

b) ELCOT reserves the right to not to accept lowest price, to reject any or

all the tenders without assigning any reason, to relax or waive any of the

conditions stipulated in the terms and conditions of tender as deemed

necessary in the best interest of ELCOT for good and sufficient reasons.

8.12 Legal Clause

In case of any dispute, the matter will be referred to an Arbitrator under

"Arbitration and Conciliation Act 1996". The arbitration shall be held in Chennai

only and the Courts at Chennai only shall have jurisdiction in relation thereto.



9. Scope of Work

9.1 Sample Submissiona) For each item quoted in the Tender the samples should be submitted

indicating the make, model number and brouchers / specification of the

items for benchmark testing by ELCOT as per Appendix-3 of the Tender.

b) The bidders have to submit the samples atleast 3 days before the due

date of tender opening as per the date indicated in this tender

document.

c) Such samples should be delivered at the address mentioned in the

Tender Schedule. After evaluation the samples of the successful bidders

would be retained by ELCOT till the validity of the tender.

d) The samples did not pass the evaluation process would be returned to

the bidder immediately.

d) If the samples are not delivered within the time limit specified in the

Tender, it would be treated as non-responsive to the Tender conditions

and the Bid is liable for rejection.

9.2 Special Concession for ELCOT approved productsa) If the samples of the tender specification has already been tested and

approved by ELCOT in earlier tenders, then the Bidder need not submit

those products for sample evaluation. The bidder shall provide the

reference of the tender number and test reports.

b) ELCOT reserves the right to call for samples again if need arises and to

call for any other sample of any other item at any point of time.



9.3 Compliance with Technical Specification

All the Bidders should submit the items as asked for benchmarking. The

Computer Furniture computer systems require Benchmark testing for the

samples submitted. The results and compliance statement would be prepared

and evaluated. The samples of those Bidders, which do not conform to the

technical specifications, the Bids of those Bidders will be rejected. The Pass/fail

details would alone be made available on the same day, as far as possible. The

whole evaluation exercise would be done in the presence of the bidders in a

transparent manner.

9.4 Benchmark / Sample Test Results

The Benchmark / Sample test results will enable ELCOT to derive the following

details:

a) To know whether the bidders propose to offer the furniture as per the

Tender specification or not.

b) To provide decision support for the Technical Committee whether to

accept or reject the products.

9.5 Analysis of Benchmark / Sample Results

9.5.1 General

a) If the furniture supplied for evaluation meets the tender specifications, it

would be treated that the furniture had passed the “specifications test”. If

the specifications are below the tender specifications, then the furniture

would be treated as “failed” in the “specifications test”. The bidders

should take utmost care to bring in the samples which should be equal to

or better than the specifications given in the tender documents.

b) ELCOT reserves the right to reject a sample if it is found that it does not

meet the specifications. In such cases the bidder would be treated as

“failed” in this test. However, ELCOT reserves its right to offer one last

opportunity to the bidder to produce another sample for evaluation, say

within a short period of 2-3 days. Such a sample would be evaluated

again to find out whether the bidder gets “pass” in this test.



c) Offering this additional opportunity is solely at the discretion of ELCOT.

ELCOT would be pleased to provide such an opportunity ONLY if public

interest (healthy competition) demands such a step. In the normal course

such an additional opportunity would not be given to the bidders.

9.6 Pre-despatch Inspection

Pre-dispatch inspection will be carried out by the Authorised Agency appointed

by ELCOT and / or Representatives of ELCOT.

9.6.1 Specification Test

a) Specification conformity will be tested for the ordered items as per

technical specification given in the tender document.

b) The successful bidder should intimate the readiness of the goods after

internal testing along with test report and warranty certificate.

c) The furnitures should be supplied in full as per the ordered specification

for acceptance testing. No furniture, which falls short of the specification,

will be taken up for acceptance testing under any circumstances. The

successful bidder however can offer a better specification than the one

finalised through the tender and the same will be accepted for testing.

d) The successful Bidder should intimate the readiness of the items to

ELCOT for pre-despatch inspection 7 days in advance before the

despatch.

9.6.2 Predespatch Acceptance

a) 100% Physical Verification will be done by ELCOT. List of Sl.No with

make of each item.

b) Benchmark / Sample test will be conducted for all furniture either on

100% basis or on random sampling basis.

c) The items should give the same performance results as given during

technical evaluation benchmarking.

d) Any item got rejected during acceptance test shall be re-offered for

acceptance test within 2 days.

e) The items which are accepted after testing will be cleared by ELCOT

officials before despatching to the respective delivery location.



9.8 Supply, installation and Commissioninga) Delivery : i) The ordered items should be delivered and handed over within

28 days from the date of Purchase Order.

ii) Delivery Schedule for Bulk Qty for Special Projects like School

Projects etc. within 42 days from the date of issue of Purchase Order.

b) The Successful Bidders after obtaining the Consignee address should

visit the sites to assess the readiness of the site for installation. A report

in this respect should be submitted to ELCOT. ELCOT may advise the

customer to prepare the site ready for installation.

c) The Customer is solely responsible for the site preparation before the

scheduled installation dates.

d) The Successful Bidder selected for various equipments to be installed at

single user premises shall co-ordinate with each other and prepare a list

where delivery is planned by all the parties, so that installation and

handing over can be carried out to the consignees suitably /

simultaneously by all the parties. The Successful Bidder must send the

proposed delivery schedule to each consignee and to ELCOT well in

advance.

e) The supply and installation of ordered items along with necessary

operational and user manuals / drawings, circuit diagram, etc., should be

made available in the Tender document. The Successful Bidder shall be

responsible for commissioning of the items supplied by preparing

interfacing / integrating with purchaser’s equipment / accessories /

software supplied by other vendors.

f) After successful Installation, commissioning and handing over of the

ordered items to the consignees the Successful Bidder must obtain

signed installation certificate in the specified format along with Sample

test results duly certified by the respective consignee on the installed

items.

g) The Successful Bidder shall send status report in the format prescribed

in such intervals as may be required by ELCOT from time to time till the

execution of the entire order.

h) The Successful Bidder shall undertake to supply of spares for the

maintenance of the offered items for period of three years.



i) The details of the service centre representatives responsible for

attending the installation, warranty services at each consignee site, name

and designation of the contact person and centre in–charge, higher level

in-charge who is responsible to oversee the service centres, person to

whom complaints can be made in case the service provided by any

centre is not satisfactory, phone, fax, mobile numbers & email address

must be provided well in advance to each consignee and to ELCOT.

j) The Successful Bidder shall stick ELCOT HELP DESK LOGO /

Holograms etc as per the directions of ELCOT and as per sample, in a

prominent place on all the items delivered.

k) In the rare event of non-acceptance of delivery items by the user, the

vendor should immediately report ELCOT for suitable directions.

9.9 Minimum Stock Maintenance

Some occasions may arise that Computer Furniture or battery may be required

to be delivered within a short period of 24 hours to the customers. In such

occasions, it may be very difficult to arrange shipment of the items from the

vendor premises due to the routine formalities. To tackle such conditions, the

successful Bidder should maintain an ex-stock of about 10 units of all items in

the premises as confirmed by ELCOT. Upon issuance of notice from ELCOT,

the successful Bidder should supply, install and commission the ex-stock at the

customer premises. No financial commitment will be given by ELCOT for

maintaining the ex-stock items. At any point of time, the successful Bidder

should ensure the minimum ex-stock level.

9.10 Warranty Clause

The warranty clause during the free warranty period of 3 years for Computer

Tables, TV Stand and 1 year for Plastic Moulded Chair and extended warranty

of 4th and 5th year would be applicable as follows.

a) All the Tendered items should be supplied to the customer site free from

breakages, malfunctions, breakdowns or manufacturing defects. If any of

the items are found defective due to manufacturing defect or design fault

or transit damage occured at the time of supply or within one month from

the date of installation, the items in full should be replaced.



b) All the materials and components of the Tendered items should be

covered with a replacement warranty of 12 months /36 months from the

date of signing of installation report of the ordered items. The successful

Bidder shall be liable to make good the loss by replacing the items or

other accessories found defective during the warranty period.

c) The successful Bidder should give an undertaking to maintain the spares

of all the hardware items of 2% of the total quantity ordered.

d) During the warranty period, the complaints received from the customers

should be attended as below.

1) If the complaint is received during the forenoon (up to 2 PM), the

complaint should be attended on the same day.

2) If the complaint is received during the afternoon (after 2 PM), the

complaint should be attended on the next day. If next day is the

declared Holiday, the complaint should be attended in the next

working day under normal circumstances. In emergency

situations or urgent requirement of the customer, the complaint

should be attended within 2 hours on the same day.

3) All the complaints should be attended from the nearest service

centres.

9.11 Call Centre Facility

The successful Bidders may set up a call centre supported by web based

application for this purpose and may provide an access to ELCOT. All the

complaints as well as rectification details should be recorded in the call centre

software. The features of the Call Centre will be discussed mutually. In case, the

customer directly calls ELCOT, provision should be made for ELCOT to register

the complaints. Any failure to the Warranty conditions would attract a penalty

under non-fulfilment of Tender conditions.



10. Payment Clause

10.1 100% of the total cost of ordered items will be paid by ELCOT on behalf of the

Purchaser, on installation, commissioning and handing over of the ordered items

to the Purchaser, after testing all the software and fulfilling the technical

specifications on submission of an irrevocable Bank Guarantee for 5% of the

cost of the ordered value valid for 13 months / 37 months during the warranty

period.

10.2 However if the site is not ready within 15 days of delivery, 75% of total cost will

be paid on submitting the proof of delivery and certificate from the customer

that the site is not ready, after receipt of funds from the Purchaser and balance

25% total cost will be paid on installation, commissioning and handing over of

the systems on submission of an irrevocable Bank Guarantee for 5% of the cost

of the ordered value valid for 12 months / 37 months during the warranty

period.

10.3 Bills will be honoured within 7 working days after submission of bills along with

all supporting documents in complete shape. The successful Bidder should file

relevant invoices online using the web based procurement software in operation

at ELCOT.

10.4 The Successful Bidder hereby agrees to get the refund of incentive, excise duty

and proportionate sales tax from concerned authorities and pass it on to

Purchaser(s) if the Government or any other appropriate agency reduces the

Excise duty or Sales tax or give incentive of any type retrospectively after

supplying the Ordered items failing which action will be taken to recover the

balance amount from the Successful Bidder under the Revenue Recovery Act or

any other relevant act.

10.5 Penalty amount if any, will be adjusted in the payment due to the Successful

Bidder.

10.6 All taxes and other levies imposed by Governments in India will be paid at actual

as applicable.



Appendix-1 Model Form of Contract(To be executed on a Rs. 20/- Stamp paper by the successful Bidder)

We, .......................... a company registered under the Companies Act 1956 and having

its registered office at ...................................... (hereinafter referred to as “Successful

Bidder”) hereby agree on the acceptance of tender floated by Electronics Corporation

of Tamil Nadu Limited a wholly owned Government of Tamil Nadu Undertaking

registered under the Companies Act 1956 and having its Registered office at 692, Anna

Salai, Nandanam, Chennai- 600 035 herein after referred to as “ELCOT” on behalf of

Customer (s) to be communicated by ELCOT from time to time (herein after referred to

as “Purchaser (s)”) in accordance with the conditions of contract stated below, the

goods or materials hereunder named, of the quality and of the sort and at the rate of

price specified in ELCOT Letter No....................... dated .................. for the supply of

.............................................

1. This document on having been signed by both the parties shall constitute a binding contract between the parties and shall remain in force for a period of 180 days. But in the event of any breach of agreement at any time on the part of the Successful Bidder, the contract shall be determinable by ELCOT without compensation to the Successful Bidder. The contract may also be put to an end at any time by ELCOT upon giving seven days notice to the Successful Bidder.

2. The Successful Bidder agrees that in the event of failure of 10% or more of the vital components of the equipments occurring during the first three year warranty period, ELCOT would have a right to blacklist them for any procurement through ELCOT for a period of three years from that date.

3. The Successful Bidder agrees to supply, install and commission the Bill of Material detailed in ELCOT Tender ELCOT/*****/Computer Furniture/2009 after carrying out successfully all tests prescribed by the Purchaser(s) at an unit price plus applicable Taxes as enclosed in Annexure to this Agreement to the Purchaser(s) before the specified date. The price offered is firm and is not subject to enhancement on any ground.

4. The price of the ordered items as per the Tender includes excise duty, Surcharges, Freight, Octroi, insurance, commissioning, and such other levies that may be applicable.

5. The goods or materials to be supplied under this contract are to be of the quality and of the sort mentioned in the ELCOT Tender document .

6. The goods or materials are to be delivered on F.O.R destination indicated by ELCOT/Purchaser(s) without any extra cost in such quantities or numbers contained in the purchase order to be issued by ELCOT from time to time. Any amendments to the orders in terms of quantities or delivery period etc., may be incorporated on a mutually agreed basis.

7. ELCOT is entitled to change the list of consignee address from time to time based upon the requirement of the purchaser(s). In this situation, the



suppliers should not claim any additional charges except for any major amount involved which will be resolved mutually.

8. The goods sold under this agreement shall not be taken back. However any replacement necessitated, as part of the warranty commitments shall be carried out by the Successful Bidder and faulty parts/materials that arise out of such replacements shall be taken back by the Successful Bidder within a reasonable time.

9. If the supply, installation and commissioning of the Ordered items are not effected as specified in the purchase order, Purchaser(s) /ELCOT shall have the full authority to cancel the order and to take any such action that will be deemed fit in the circumstances.

10. In case of failure by the Successful Bidder to deliver goods or materials demanded from them, within the period specified for delivery or in case of goods or materials delivered by them, not being of the stipulated quality and specifications or in the case of goods or materials being delivered without a correct invoice in duplicate, ELCOT or anyone duly authorized by ELCOT shall have the power to reject any such goods or materials and to purchase from others instead of any goods or materials so rejected or not delivered. Unless the successful Bidder shall themselves forthwith supply that shall be sufficient and satisfactory any excess of cost so incurred by the Purchaser(s) over the contract price together with all charges and expenses attending the purchase shall be recoverable by ELCOT / Purchaser(s) from the Successful Bidder.

11. LD CLAUSE: A penalty will be levied at the rate of 0.25% per day on the un-delivered portion of the material value subject to a maximum of 10% if the delivery has not been completed in full within the stipulated period subject to force majeure conditions. The delivery period will effect from the date of receipt of confirmed consignee address. Besides such performance may entail back-listing of successful bidder. If the Successful Bidder fails to supply even after the lapse of one month after the stipulated date of delivery, then the orders/contracts are liable for cancellation and the EMD/ Security Deposit will be forfeited in addition to ELCOT reserving the right to blacklist the suppliers for a period of three years from participating in ELCOT’s tenders for Government contracts/projects.

12. A Penalty for non-fulfilment or non-observance of tender conditions will be levied at 1% of the total value of the Purchase Order.

13.Blacklisting: Notwithstanding anything contained in the penalty clause, ELCOT reserves the right to blacklist the bidder from taking part in any of the procurement operations of ELCOT for a minimum period of three years from the date of blacklisting for failure to carry out supply in time or according to the quality and quantity prescribed or any such similar reasons. This penalty shall be over and above all other penalties. Such bidders would be automatically banned for 3 years from taking part in ELCOT's Tenders.

14. WARRANTY :

I) The materials or goods are to be given warranty for a period of 12 months / 36 months, after installation and commissioning against any manufacturing defect and bad workmanship solely by the Successful Bidder irrespective of whether the same have been manufactured by them or not. The warranty period



of 12 months / 36 months will commence from the date of installation and commissioning of the ordered items after carrying out successfully the tests prescribed by Purchaser/(s) and installation in good working condition. A report of services attended on monthly basis must be submitted to ELCOT for each order during the warranty period.

ii) The Successful Bidder shall undertake to supply the spares for the Standard warranty and Extended Warranty Period of the offered items for the period of three years. If any manufacturing or other technical defects is found within 12 months / 36 months from the date of installation, commissioning and handing over of the ordered items to Purchaser (s), they will have to be rectified or replaced free of cost by the Successful Bidder in good working condition.

(iii) During the warranty period the Successful Bidder agrees to arrange for a back up item of the Ordered items at their cost, if due to manufacturing and other Technical defects of the Ordered items, the system is down and if it is not restored in working condition within 48 hours. Otherwise the Successful Bidder shall be liable for a penalty for non-fulfillment of the tender conditions at 1% per week of breakdown period on the costs of only those machineries, which are non-functional. The warranty will cover all the materials and goods supplied by the Successful Bidder under this contract irrespective of the fact whether these have been manufactured by Successful Bidder or not.

(iv) The Successful Bidder agrees to provide comprehensive maintenance of the ordered items, which shall include preventive maintenance and corrective maintenance at the location specified by the Purchaser(s). The maintenance shall include replacement of all parts. The Ordered items, which are down, should be restored in good working condition within 48 hours. Otherwise, the Successful Bidder shall be liable for a penalty of 1% per week of breakdown period on the costs of only those machineries, which are non- functional. The Purchaser(s) reserves right to terminate the maintenance contract in the event of unsatisfactory maintenance and claim damages for non-fulfillment of contract.

15) PAYMENT TERMS:

a) 100% of the total cost of ordered items will be paid by ELCOT on behalf of the Purchaser, on installation, commissioning and handing over of the ordered items to the Purchaser, after testing all the software and fulfilling the technical specifications on submission of an irrevocable Bank Guarantee for 5% of the cost of the ordered value valid for 12 months / 37 months during the warranty period.

b) However if the site is not ready within 15 days of delivery, 75% of total cost will be paid on submitting the proof of delivery and certificate from the customer that the site is not ready, after receipt of funds from the Purchaser and balance 25% total cost will be paid on installation, commissioning and handing over of the systems on submission of an irrevocable Bank Guarantee for 5% of the cost of the ordered value valid for 12 months / 37 months during the warranty period.



c) Bills will be honoured within 7 working days after submission of bills along with all supporting documents in complete shape. The successful Bidder should file relevant invoices online using the web based procurement software in operation at ELCOT.

d) The Successful Bidder hereby agrees to get the refund of incentive, excise duty and proportionate sales tax from concerned authorities and pass it on to Purchaser(s) if the Government or any other appropriate agency reduces the Excise duty or Sales tax or give incentive of any type retrospectively after supplying the Ordered items failing which action will be taken to recover the balance amount from the Successful Bidder under the Revenue Recovery Act or any other relevant act.

e) Penalty amount if any, will be adjusted in the payment due to the Developer.f) All taxes and other levies imposed by Governments in India will be paid at actual

as applicable.16. The Successful Bidder agrees that in the event of non-fulfillment or non-

observance of any of the conditions stipulated in the contract, the Successful Bidder shall pay as penalty an amount equivalent to 10% of total value of contract or an amount equal to the actual loss incurred by the Purchaser (s) whichever is higher subject to the condition that the loss amount would not exceed the value of the goods supplied.

17. The contract or any part share of interest in it is not be transferred or assigned by the successful Bidder directly or indirectly to any person or persons whomsoever without the written consent of the Purchaser(s).

18. Neither the Purchaser(s)/ELCOT nor the Successful Bidder shall be liable to the other for any delay or failure in the performance of their respective obligations due to causes or contingencies beyond their reasonable control

such asI) Natural phenomena including but not limited to earthquakes, floods

and epidemics.ii) Acts of any Government authority domestic or foreign including but

not limited to war declared or undeclared, priorities and quarantine restrictions.

Iii) Accidents or disruptions including, but not limited to fire, explosions, break down of essential machinery or equipment, power and water shortages.

19. The Tender Schedule enclosures, the detailed final offer of theSuccessful Bidder and the purchase orders will form part of this

contract. Wherever the offer conditions furnished by the Successful Bidder are at variance with conditions of this contract or conditions stipulated in the purchase order, the latter shall prevail over the offer conditions furnished by the Successful Bidder.



20. Unless otherwise provided in the agreement, any notice, request, consent or other communication given or required to be given hereunder shall be given by mailing the same by registered mail, postage prepaid, return receipt requested in the case of the Successful Bidder to the Purchaser(s) at their respective addresses and set forth above or with other addresses and to the attention of such other person or persons as may hereafter be designated by like notice hereunder and any such notice sent by post shall be deemed to have been served on the date when in the ordinary course of post, it would have been delivered at the address to which it was sent.

21. Any notice to the Successful Bidder shall be deemed to be sufficiently served, if given or left in writing at their usual or last known place of abode sor business.

22. ELCOT reserves the right to cancel the order(s) and to terminate the contract in the event of short performance or non performance of the successful Bidder.

23. In case of any dispute, the matter will be referred to an Arbitrator under “Arbitration and Conciliation Act 1996”. The arbitration shall be held in Chennai only.

24. The courts at Chennai only shall have jurisdiction in the matter.

In Witness whereof the parties hereto have signed on the day, month and year above written in the presence of

For and on behalf of ________

For and on behalf of M/s. ______

Witness:

Witness:

Witness:

Witness:



Appendix-2 Bank Guarantee Format(To be executed in Rs.100/- Stamp Paper purchased in Tamil Nadu)

ToThe Managing DirectorElectronics Corporation of Tamil Nadu LimitedMHU Complex II Floor692 Anna Salai, NandanamChennai - 600035

Bank Guarantee No:Amount of Guarantee:Guarantee covers from:Last date for lodgement of claim:

This Deed of Guarantee executed by ……………….. (Bankers Name & Address)

having our head Office at …………………..(address) (hereinafter referred to as “the

Bank”) in favour of The Managing Director, Electronics Corporation of Tamil Nadu

Limited, MHU Complex II Floor, 692 Anna Salai, Nandanam, Chennai - 600035

(hereinafter referred to as “the Beneficiary”) for an amount not exceeding Rs._______/-

(Rupees ________ Only) as per the request of M/s. ______ having its office address at

___________ (hereinafter referred to as “Developer”) against Letter of Acceptance

reference ___________ dated __/__/____ of M/s. Electronics Corporation of Tamil

Nadu Limited. This guarantee is issued subject to the condition that the liability of the

Bank under this guarantee is limited to a maximum Rs._______/- (Rupees ________

Only) and the guarantee shall remain in full force up to ___ months from the date of

Bank Guarantee and cannot be invoked otherwise by a written demand or claim by the

beneficiary under the Guarantee served on the Bank or before ___ months from the

date of Bank Guarantee.

AND WHEREAS it has been stipulated by you in the said ORDER that the

Contractor shall furnish you with a Bank Guarantee by a Scheduled/Nationalised Bank

for the sum specified therein as security for compliance with the Contractor’s

performance obligations for a period of in accordance with the contract.

AND WHEREAS we have agreed to give the Contractor a Guarantee.

THEREFORE, we (Bankers address)……………., hereby affirm that we are

Guarantors and responsible to you on behalf of the Contractor up to a total of



Rs._______/- (Rupees ________ Only) and we undertake to pay you, upon your first

written demand declaring the Contractor to be in default under the contract and without

any demur, cavil or argument, any sum or sums within the limit of Rs._______/-

(Rupees ________ Only) as aforesaid, without your needing to prove or show grounds

or reasons for your demand or the sum specified therein.

This Guarantee is valid for 21 months from the date of Bank Guarantee.

Notwithstanding, anything contained herein

Our liability under this guarantee shall not be exceed Rs._______/- (Rupees

________ Only). This bank guarantee shall be valid up to __ months from the date of

Bank Guarantee and we are liable to pay the guaranteed amount or any part thereof

under this Bank Guarantee only and only if you serve upon us a written claim or

demand on or before.

In witness whereof the Bank, through its authorised Officer, has set its, hand

and stamp on this …………………………………. at Chennai.

Witness: (Signature)(Name in Block Letters)



Appendix-3 Sample Submission Form

Date of submission: __/___/____

Vendor Name :

Vendor Address :

Tender No. :

Sample Submitted On :

Tender Product Sl No. :

Sl.No

Item No.in the

Tender

Item Description Make Model Sl.No of the Item

VENDOR ELCOT

Bidding Company Name: Name & Designation of the Person Receives the Sample:

Signature of the Representative: Store I/C Name & Designation:

Name: Signature:

Designation:

Contact No.



Appendix-4 Manufacturer's Letter of Guarantee

ToThe Managing Director,Electronics Corporation of Tamil Nadu Ltd.,MHU Complex, II Floor,692, Anna Salai,Nandanam, Chennai – 600 035.

Sir,

We hereby undertake to submit a Bid, and subsequently negotiate and sign the

contract with the purchaser against Tender No: ELCOT/32076/Computer

Furniture/2009-10 for the (type the Description of goods) Manufactured by us. We

hereby extend our full guarantee and warranty for the goods offered for supply by the

above firm against this tender.

We also undertake to provide timely supplies as per terms of tender and as agreed

mutually and also to provide a trouble free and continuous support either directly or

through our authorised partners under our supervision during the Warranty and

Extended warranty period. We will provide the necessary spares support in the event of

replacement of any spare parts is necessitated while providing Warranty and Extended

Warranty services and if the spares are not available then we will arrange for complete

replacement of the item(s) with an equivalent / higher model.

For this tender we authorise M/s. __________________ (Complete address and

full contact details of the partner) to be our sales and service partner. In the event of

discontinuation of supply and service by our partner or any problem arises during

provision of supply and services, the entire responsibility to provide trouble free and

continuous supply and services to the enduser rests with us and we undertake to

provide supply and services directly or through our alternative sales / service partners.

(Signature for and on behalf of Principal)

Note: Competent authority of the manufacturer / Principal should issue the letter of authority individually for all the items quoted and flag the letters with the name of the manufacturer / Principal.



Annexure -1 Technical Bid

A1.1 Check-list for Enclosures

Documents to be submitted Fill (YES or NO)

Filled e-Tender Technical Bid Form and Price Bid Form

Payment of Portal Charges and EMD amount

Two Part Bid submission

Letter of Authorisation for signing the Tender document

Eligibility Criteria

1. Manufacturing License for Computer Furniture should be submitted

Manufacturing capacity of Computer Furniture should be submitted

Letter of Authorisation from the manufacturer to represent their product for this Tender.

2. Certificate of Incorporation

3. Copies of Balance Sheet for the last 3 Audited Financial years as a proof for turnover

4. Full copies of Work Order or signed Agreement and performance/ order completion certificate from the customers for executing single order value.

5. Manufacturer / Bidder should have at least two Manufacturing facility in Tamil Nadu. The bidder should have one service centres in each of the four regions. The service centre may be run by Manufacturer or Franchise or authorised distributors/dealers

6. Service Centre FacilitiesIn case of Manufacturer's service centre or franchise service centre, copies of the land-line telephone bills or rent agreement dated before 31/03/2009 should be submitted as a proof for availability of the service centres

Manufacturer should submit undertaking to do servicing directly or through their authorised service partners under their supervision. (In the prescribed format).

The bidders should obtain Performance Certificate from the customer and submit along with tender document as a proof for service capabilities.

7. Undertaking letter stating that the Bidder was not blacklisted by any State Government/Central Government /Public sector/ Statutory Government bodies should be submitted.

8. The bidder should have ISO 9000 certified manufacturing facility and copy of the certificate is submitted

9. Declaration letter from the bidders stating that they have not failed to perform in the earlier contract with ELCOT or with any other Government organisation or the bidders whose Earnest Money Deposit / Security Deposit has been forfeited for failure to perform



Documents to be submitted Fill (YES or NO)

within the past three years period. Declaration / details to be submitted in the Companys letter head.

A1.2 Profile of the Bidder1. Name of the Company Principal Bidder2. Year of incorporation3. Nature of the Company

(Registered Company or Partnership or Proprietary)

4. Registered officeTelegraphic AddressOffice Telephone NumberFax NumberContact PersonNamePersonal Telephone NumberEmail Address

5. Local presence at Tamil NaduTelegraphic AddressOffice Telephone NumberFax NumberContact PersonNamePersonal Telephone NumberEmail Address

6. Registration DetailsPermanent Account NumberVAT Registration NumberCST Registration NumberService Tax Registration Number

7. Banker's Name, Address and Account Number



A1.3 Details in support of Eligibility Criteria

Sl.No. Description Please give details along with proof

1. Certificate of Incorporation

2. Manufacturing capacity

3. Annual Turn over (INR)

2008-09

2007-08

2006-07

4. Details of single Purchase order for Computer Furniture executed in Government organisations

5. Details about service centres in Tamil Nadu

A1.4 Details in support of Evaluation Criteria

1. List of Service Centres

SN District Name of the Bidder, who established the centre and address of the centre

Details about the facilities and no. of service persons

2. Track record on timely completed supply orders

# Name of customers

Purchase order reference, item, quantity and locations

Schedule date given by customer

Actual date of completion supported by performance certificate

3. Benchmark / Sample Test ResultsThe Bidders should enclose the test results of the Benchmark /

Sample testing performed by the Bidder and test results for other items.



A1.5 Hardware Compliance

The Bidders should submit the details of the make and model of each item

offered against the tender requirement.

1. Computer Furnitures

SN Item Code ITEM DESCRIPTION Item quoted detailsalong with Make &

Model

1 601 TV Stand Size : 675 MM(W) X 450MM(D) X 600 MM (H)

2 602 Computer Table – I Size : 900 X 440mm

3 603 Computer Table – II Size : W1200 X D600mm

4 604 Computer Table - III Size : 800 X 300mm

5 605 Laptop Computer Table Size : D24" W18" H30" Top 18mm

6 606 Computer Chair - I

7 607 Computer Chair – II (High Back)

8 608 Plastic Moulded Chair



A 1.6 COMPLIANCE STATEMENT

COMPLIANCE STATEMENT FOR ITEM SL.NO. 601 TV Stand

Technical Specification Bidder's offer Whether confirming to the spec or not

(Yes/No)

Top size 675mm x 450mm made to 18mm Commercial plywood ISI brand with 0.8mm thickness Lamination with hot pressed Finish and all the edges made to teakwood beading with natural color sealer with varnish finish

Top bottom 570mm x 350mm made to 18mm pre laminated particle board with all edges 0.5mm PVC edgebaning and back stopper 625mm x 150mm 9mm pre laminated particle board with 05mm PVC edgbaning

Lower bottom 570mm x 350mm made to 18mm pre laminated particle board with all edges 0.5mm PVC edge banning finish.

Steel frame leg width wise 450mm 2nos 50 x 25mm 1mm thickness CR pipe and bottom to top height wise 450mm 4nos 25x25mm tube 0.8mm thickness and supporting DVD and Bottom self length and width pipe

25x25mm 0.8mm thickens pipe with necessary welding and all ends made to PVC end cap and adjustment leveller bush for the floor adjustment. The steel frame made to necessary treatment with one coat red oxide paint and two coats for good quality black color paint finishing.


COMPLIANCE STATEMENT FOR ITEM SL.NO. 602 – Computer Table -I

Technical Specification Bidder's offer Whether confirming to the spec or not (Yes/No)

Top size 900mm x 460mm plywood made to 18mm Commercial plywood ISI brand with 0.8mm thickness Lamination with hot pressed Finish and all the edges made to teakwood beading with natural color sealer with varnish finish.




Fixed Keyboard Size 790mm x 400mm made to 18mm Commercial plywood ISI brand with 0.8mm thickness Lamination with hot pressed Finish and all the edges made to teakwood beading with natural color sealer with varnish finish.

Bottom top plate size 554mm x 300mm made to 18mm pre laminated particle board with all edges 0.5mm PVC edgbaning finish.

Bottom lower plate size 529mm x 300mm made to 18mm pre laminated particle board with all edges 0.5mm PVC edgbaning finish.

CPU box size 200mm (W) X 400MM (D) X 490MM (H) made to 18mm pre laminated particle board with all edges 0.5mm PVC edge banning finish.

Centre leg supporting 150mm (W) x 600mm (H) made to 18mm pre laminated particle board with fine end finish.

Steel frame leg width wise 600mm 2nos 50 x 25mm 1mm thickness CR pipe and bottom to top height wise 600mm 4nos 25x25mm tube 0.8mm thickness and Keyboard supporting 790mm length and 450mm 2nos 25x25mm 1mm thickness CR tube and top and bottom length wise 3nos 625mm support for the strength and top and bottom self plate support 175mm x 125mm x 200mm pipe 25x25mm 0.8mm thickens pipe with necessary welding and all ends made to PVC end cap and adjustment leveler bush for the floor adjustment. The steel frame made to necessary treatment with one coat red oxide paint and two coats for good quality black color paint finishing.




COMPLIANCE STATEMENT FOR ITEM SL.NO. 605 – Laptop Computer Table


Steel frame table Size Depth 24” Width 18” Height 30” Top 18mm

ISI Brand commercial Plywood

one side Beech color lamination with Teak wood bedding natural color polish

bottom book self made of beech color pre laminated particle board.

The steel frame made of CR tubes all 1 mm Thickness pipe bottom 50 x 25 mm

rectangular tube for bottom and top on both sides (Widthwise) and two nos of 25mm

square tubes on top and bottom length wise with one coat of red oxide and two coats for good quality paint of black color delivery at site.



COMPLIANCE STATEMENT FOR ITEM SL.NO. 606 – Computer Chair


LOW BACK CHAIRS SIZE 650L X 650W X

950H MM

MADE OF 19MM STEEL TUBE FRAME

WITH 18KG THICKNESS

AND FURNISHED WITH SEAT 40

DENSITY POLYURTHER FOAM

WITH 25MM COIR FOAM FOR COOLING

PURPOSE.

BACK 30 DENSITY FOAM WITH

12MM COIR FOAM FOR COOLING

PURPOSE. AND FURNISHIED WITH

HIGH QUALITY POLYPROPLINE FABRIC

OF APPROVED COLOUR WITH

SUPPORT FOR SEAT AND BACK

POLYURETHANE ARMREST AND

SINGLE LOCK MACHANISUM WITH

AUTOMATIC HEIGHT ADJESTMENT

SYSTEM AND FIVE LEGS STEEL

FORGED BASE WITH NEYLON TWIN

WHEEL WITH SEVEN TANK PROCESS

POWER CATING .60 TO .80 MICORANE

THICKNESS



COMPLIANCE STATEMENT FOR ITEM SL.NO. 607 – Computer Chair -II (High Back)


7-Model PU Arms, Synchro Mechanism, Gas Lift, Metal Base, W.Twin Nylon Castor.

(i) PLYWOOD: Seat & Back 12 mm Hotpressed Mould Ply.(ii).FOAM: Seat&Back PU Puff 45 D’, Thickness Rest-2”,Seat-2 ½”(iii).FABRIC: Propylene Fabrics Desired Color

(i)ACTION: Synchro Tilting[2:1],[Two Time Push Back: One Time Tilting]. (ii).HEIGHT ADJUSTABLE: Gas Filled Pneumatic Height Adjustable Type.

Five Prounged. Sheet Metal Forming Base.

Twin Nylon Castor W.Rubber Covered.[Note: Rubber For Smooth Moving&Floor Mark Free]

Seven Model Moulded PU Arms W.Metal Insert. Self Skin Surface.

i). TREATMENT: Tank Process.(ii).COATING: Powder 60 To 80 Mic Thickness of Coating.



A1.7 Declaration

I/We agree that the offer shall remain open for acceptance for a minimum period

as stipulated in the Tender from the date of opening of the tender and thereafter until it

is withdrawn by us by notice in writing duly addressed to the authority of opening the

tender and sent by registered post with acknowledgement due or otherwise delivered at

the office of the authority. The EMD amount shall not bear any interest and shall be

liable to be forfeited to ELCOT should I/We fail to abide by the stipulations to keep the

offer open for a period mentioned above or fail to sign and complete the contract

document as required by ELCOT and furnish the Security Deposit as specified in the

terms and conditions of the contract. The EMD amount may be adjusted towards SD or

refunded to me/us unless the same or any part thereof has been forfeited as aforesaid.

I/We agree to adhere with the schedule of implementation and deliver the items

as specified in the tender.

I/We declare that the Price bid has been submitted without any conditions and

strictly as per the Terms and Conditions of the tender document and I/We am/are

aware that the Price bid is liable to be rejected if it contains any other conditions.

I/We declare that the information furnished in the tender is true to the best of

my/our knowledge. If any false/fictitious information is found I/We agree to the rejection

of the bids and consequence action.


PRICE BID – COMPUTER FURNITURE RATE CONTRACT REF NO : ELCOT/32076/Computer Furniture/2009S.N Product

CodeDescription Initial

approx Qty & the future on

RC

Unit Price inclusive of Excise Duty, Packing & Forwarding,

Insurance & Installation & Commissioning charges &

other charges if any

Sales Tax

Total Unit Price with Sales Tax

(5 + 6)

Grand Total W/O Sales

Tax (4) X (5)

Grand Total with Sales

Tax (4) X (7)

Remarks

1 (2) (3) (4) (5) (6) (7) (8) (9) (10)

1) Computer Furniture

1 601 TV Stand - Size : 675 MM(W) X 450MM (D) X 600 MM (H)

2 602 Computer Table – I Size : 900 X 440mm

3 603 Computer Table – II Size : W1200 X D600mm

4 604 Computer Table - III Size : 800 X 300mm

5 605 Laptop Computer Table - IVSize : D24" W18" H30" Top 18mm

6 606 Computer Chair - I650L X 650W X 950H MM

7. 607 Computer Chair – II (High Back)

8. 608 Plastic Moulded Chair –III

Note: 1) The Bidder shall submit the offer by filling up all the columns against each item. Bidders are not allowed to quote for a few products from the above list. Partial quote is not allowed.

2) Warranty : 12 months for Plastic moulded chair and 36 months for all other items.

3) Rate Contract : 1 Year from the date of issue of 1st Purchase order by ELCOT


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